The Top 5 Benefits of a Document Imaging System

25Apr 2018

Nowadays, it’s growing increasingly rarer to find a business that doesn’t employ a document management or document imaging system of some kind. Whether it’s solely retrieving and storing documents online, or implementing a scan-on-demand service, a business should have an easy way to access documents.

Gone are the days when flipping through endless file cabinets is the most efficient way of retrieving files. With document scanning services from DOCUdavit, you can become the efficient business you’re known to be.

Talk to DOCUdavit about how you can elevate your business’ online organization, and check out these top 5 ways a document imaging system benefit you.

1. Convenient and fast document retrieval

The greatest reason to employ a document imaging system is to get your documents faster than ever before. Scanning and storing your documents means having easy access at all times. Are you out of the office? Maybe you’re working at a different location or need to check something urgently while on vacation. With paper storage, you’d be at the mercy of the building: there are certain hours you can access your files, and you must be physically present to retrieve them. A document imaging system will store and organize your files while still giving you easy electronic access, no matter where you are.

2. Better backup

Better document storage comes with better backup. How do you backup physical, paper files? You may spend hours photocopying and storing files in your office, or you may not even be allowed to copy sensitive documents, thus prohibiting you from really backing up your files. With a document imaging system, you can create compliance regulated copies that are protected and secured.

3. Improved regulatory compliance

A good document management system will guarantee safe, compliance regulated documents are secured under pre-existing conditions. Regulations may have different stipulations, but keeping to rules and preventing security breaches is a key benefit to effective document scanning. When choosing a document imaging system, make sure to check that they have compliance regulation at the forefront of their mission statement.

4. Improved collaboration

Gone are the days when collaboration means being in the same room, at the same table, picking apart the same document. Now, when team members collaborate, they can access a single file whichever time of day or night suits them best, and make changes in real-time. This greatly benefits the team by cutting down the amount of meetings and emails per day, and by extension, increasing productivity. With an effective document imaging system, this level of collaboration is improved further, allowing only relevant team members to access and edit files, tightening up the collaboration process even further.

5. Cut down on costs

For many businesses, it’s all about the money. You may even be thinking it’s not worth it to switch to an online or cloud system when you have all your files within arm’s reach at your office. The convenience of being able to turn around and grab a file from the cabinet may be too much to pass up. But what about the cost of storing and cleaning your files on a daily, weekly, or monthly basis? File cabinets take up space that can be used for desks, computers, or dining for employees. It also costs extra to protect paper files in a safe or a closely monitored area. Factoring in these costs can add up, which is why a document imaging and management system is the best value for your money. It stores and protects your files better than any filing cabinet can.

A document imaging system will save your company time and money, especially when it enforces security and compliance regulations. You can rest assured knowing your documents are safe and only accessible to those who need them. Contact DOCUdavit to get started and find out how your business can increase productivity with our comprehensive systems.

We are pleased to inform you that DOCUdavit Solutions Inc. has been named a 2019 recipient of the Canadian Business Excellence Awards for Private Businesses! Recipients of this award have clearly demonstrated a strategic approach to successfully improving business performance and achieving goals, with a focus on the following three key performance areas: Delighted Customers; Engaged Employees; and Innovation.